DATA AND KNOWLEDGE MANAGEMENT REVIEWER

Managing Digital Data

Digital Data Storage:

Digital data can be stored in various media and in different formats.

 Traditional File Format: Data is stored as a continuous string of bytes without labels or
categorization.

 Database Format: Data is labeled or categorized, making it easier to access, manipulate, and
optimize productivity.

The Traditional File Approach

Traditional File Approach:

In this approach, data is maintained without mechanisms for tagging, retrieving, or manipulating data,
resulting in

 Low Data integrity

 Data Dependency: Sequential file storage is used, making data dependent on the file structure.

 Data Redundancy: The same data exists in multiple places, leading to redundancy issues.

Moving to Database Approach

In the Database Approach, data is maintained and manipulated with more control over entities.

 Entity: An object about which an organization collects data.

 Character: The smallest piece of data, like a letter in a name.

 Field: One piece of information about an entity, such as a first name.

 Record: A set of related fields about an entity.

 File: A collection of related records.

Database Management System (DBMS)

A DBMS is a program that structures, stores, and manages databases, which consist of multiple related
files.

While a database itself is a collection of several related files, the program used to build databases,
populate them with data, and manipulate the data is called a database management systems (DBMS).
The files themselves are the database, but DBMSs do all the work— structing files, storing data, and
linking records. A DBMS, however, does much of this work and a lot of other work for you.

 Queries: Accessing data by sending requests (queries) for specific fields, displaying results on a
monitor. Queries are entered to manipulate data.

 Security: Database security can restrict access by customizing menus and using access codes for
sensitive fields.

Traditional Files vs. Database

Database Traditional File Approach

o Reduced data redundancy

o application-data independence Efficiency
o better control Simplicity
o flexibility.
Customization

Database Models

Database Models:
A database model determines how records are stored and linked, affecting navigation and retrieval.

1. Hierarchical Model:

follows the pattern of an upside-down tree and is sometimes referred to as the tree model. (1:1)

2. Network Model:

has the ability to store a record only once in the entire database. Network model would allow
the same record to be linked to more than one parent. (M:M)

3. Relational Model:

has all the advantages of a network database without the complications. The relational model
consist of tables. Retrieving a desired records is easy.
Keys

Keys:
A key is a field that identifies records for display or processing.

 Primary Key: A unique key to retrieve a specific record.

 Linking (Foreign Key): Links records between tables with a common field, serving as the primary
key in one table and a foreign key in another.

Object-Oriented Structure

In Object-Oriented Technology, an object consists of both data and procedures to manipulate that data.

 Inheritance: The ability to create a new object by replicating attributes of a "parent" object.
Entity-Relationship Diagrams (ERD)

ERD:
A graphical representation showing relationships between entities, often used for troubleshooting
queries or implementing changes.

Cardinality: Specifies the relationship between entities.

Components of Database Management Systems

1. Schema:

o Schema When building a new database, users must first build a schema (from the Greek
word “plan”). The schema describes the structure of database being designed:
o Types of Data fields can hold different types of data: numeric, alphanumeric, graphic or
time related.
o Building a Database Once the schema is complete, users may start entering values in
the tables.

2. Data Dictionary:

o Data Dictionary contains the notation of who is responsible for updating each part of the
database and descriptions or names of the people who are authorized to access the
different parts of database
o Data dictionaries are often referred to as “metadata”, meaning “data about the data”.
They are useful when trying to understand a database designed by someone else.

3. Data Definition Language (DDL):

o This language has various commands and protocols the database designer uses to define
and name the files, records, and fields in a database before beginning to populate them.
o These interfaces are intuitive and allow a database to be created by someone who may
have relatively little development experience. In other DBMSs, the user must know the
commands used in the DDL to construct the schema.

4. Data Manipulation Language (DML):

 o is the software that serves the users who is querying the database. Some DBMSs hide
the DML from the user. Instead of statements, the user express a query by example
(QBE).

Relational Operations

Relational operations allow for powerful data manipulation:

 Select is the selection of records that meet certain conditions.

 Project is the selection of certain columns from a table, such as the salaries of all the employees.
 Join the joining of data from multiple tables. The join operation is a powerful manipulation that
can create very useful reports for decision making.

RELATIONAL OPERATIONS

Structured Query Language (SQL):

SQL is widely adopted as both the Data Definition Language (DDL) and Data Manipulation Language
(DML) for relational database management systems. It is an international standard provided with most
relational DBMS programs, enabling developers to manage and interact with relational databases.

POPULAR DATABASE MANAGEMENT SYSTEMS

Popular DBMS products vary by database model and vendor:

DATABASE ARCHITECTURE

Distributed Database:
Organizations with geographically dispersed operations often use distributed databases, which come in
two models:

 Replicated Model: Each computer holds a complete copy of the entire database.

 Fragmented Model: Each computer holds only the most frequently accessed part of the
database relevant to local users.

Shared Resource and Client/Server Systems:

With advances in microcomputer power and data communication, many organizations have adopted a
client/server architecture:

 Client: Handles extended application processing.

 Server: Holds data, applications, and performs a smaller portion of processing.

WEB DATABASE

Databases accessible through the web are used for various purposes:

1. Catalogs: Allow users to search items by keywords or combinations of keywords.

2. Libraries: Provide access to books, articles, CDs, and movies, often managed by specialized
organizations.

3. Directories: Include names, addresses, telephone numbers, and emails.

4. Client Lists and Profiles: Typically, individuals can access these to update or insert their own
records.

Considerations for Web Databases:

o Which application to use

o How to ensure that online access by Web surfers does not interfere with database
updates
o How to maintain security.

DATA WAREHOUSING
A data warehouse is a large collection of data that supports management decision-making by providing
snapshots of business conditions at specific times (e.g., daily or monthly).

Data Marts:
Smaller data collections focusing on specific subjects or departments. A data warehouse consisting of
several data marts is known as a departmental data mart.

Transactional Databases vs. Data Warehouses:

 Transactional databases often lack historical data, making them unsuitable for business
analysis.

 Data warehouses consolidate data from across the organization and are compatible with
decision-support systems.

Key Data Warehouse Considerations:

1. Hardware:

o Storage capacity, memory, and processing power should match the data warehouse
size.

o Sufficient memory enables the processing of large data volumes simultaneously.

2. Data and Software:

 o Metadata: Information about the data, including its source, related tables, field
specifications, processes, and rules for data population.

3. Phases in Building a Data Warehouse:

o Extraction Phase: Data is extracted from transactional databases and stored on the
server designated for the data warehouse.

o Cleansing Phase: Data is modified to fit the format required by the data warehouse.

o Loading Phase: Cleansed data files are transferred into the data warehouse database.

DATA MINING

Data Mining
Data mining involves selecting, exploring, and modeling large datasets to uncover previously unknown
relationships. It is essential for businesses moving from mass-marketing to personalized, targeted
marketing. This approach, sometimes referred to as “marketing to one,” helps businesses cater to
individual consumer preferences with tailored products.

Online Analytical Processing (OLAP):

OLAP tools support data mining by allowing organizations to analyze data stored in data warehouses,
which can provide valuable insights for decision-making.

KNOWLEDGE MANAGEMENT

Knowledge Management
Knowledge management encompasses gathering, organizing, sharing, analyzing, and distributing
knowledge within an organization to enhance performance. Knowledge is often perceived as “know-
how”, accumulated from experience and the ability to access specific information when needed.